---
title: "AP Invoice Record Overview"
slug: "ap-invoice-overview"
description: "AP Invoice Form guide: create, review, approve, pay, void, and complete AP invoices in Accounting or Inventory based on user permissions."
status: "update"
updated: 2026-10-15T05:00:00Z
published: 2026-10-15T05:00:00Z
canonical: "docs.restaurant365.com/ap-invoice-overview"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt
> Use this file to discover all available pages before exploring further.

# AP Invoice Record Overview

An AP invoice is a bill from a vendor for goods or services received. AP invoices are entered, reviewed, and tracked through approval and payment so a restaurant group can control what it owes and when it pays it.

The AP Invoice Form is used to work with AP invoices from both the **Accounting** and **Inventory** apps. The fields, tabs, and actions available depend on whether the organization has Accounting, Inventory, or both, and on the user's permissions within each. The available fields are not determined by the app used to open the invoice.

On the AP Invoice Form, users enter an invoice, apply payments or credit memos, and take actions such as approving, voiding, or completing the invoice. See [**AP Invoice Form Details**](/doc/docs/ap-invoice-form-details) for the complete field-by-field reference, and the related step-by-step articles for task guidance.

---

## Navigation

****Navigation Steps - Inventory****

1. Open the **Inventory** app.
2. Select **Invoices**.
3. To open a new invoice, click **Create** and select **Invoice**. OR To open an existing Invoice, **click an AP invoice** **from the grid**.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-M8DLH4WP.png?sv=2026-02-06&spr=https&st=2026-10-31T19%3A21%3A25Z&se=2026-10-31T20%3A21%3A25Z&sr=c&sp=r&sig=0Etk0%2F3nw4dt2Ur8uYe6tB%2F7oViMuDDK8lvWvdVf9zE%3D)

****Navigation Steps - Accounting** **AP Transactions****

1. Open the **Accounting** app.
2. Expand **Accounts payable**.
3. Select **AP Transactions (New)**.
4. To open a new invoice, click **Create** and select **AP invoice**. OR To open an existing invoice, **click an AP invoice from the grid**.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-JK8CXKLZ.png?sv=2026-02-06&spr=https&st=2026-10-31T19%3A21%3A25Z&se=2026-10-31T20%3A21%3A25Z&sr=c&sp=r&sig=0Etk0%2F3nw4dt2Ur8uYe6tB%2F7oViMuDDK8lvWvdVf9zE%3D)

****Navigation Steps - Accounting All Transactions****

1. Open the **Accounting** app.
2. Expand **Transactions.**
3. Select **All Transactions.**
4. To open an existing invoice, **double click an AP invoice from the grid**.

> AP Invoices cannot be created directly from this page. However, they can be created using the Create button at the top of the screen.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FPIWIKKK.png?sv=2026-02-06&spr=https&st=2026-10-31T19%3A21%3A25Z&se=2026-10-31T20%3A21%3A25Z&sr=c&sp=r&sig=0Etk0%2F3nw4dt2Ur8uYe6tB%2F7oViMuDDK8lvWvdVf9zE%3D)

> Opening an invoice from either the Accounting or Inventory app opens the same AP Invoice Form. The fields, tabs, and actions shown depend on permissions, not on which app the user opened the invoice from.

---

## AP Invoice Form

The AP Invoice Form (w/link) contains header fields, line items, and role-gated tabs for applying payments, reviewing GL distribution, viewing alerts, and resolving document issues.

On the AP Invoice Form, users can:

- [Create an invoice](/doc/docs/create-an-ap-invoice)
- [Edit an invoice](/doc/docs/edit-an-existing-ap-invoice)
- Apply a payment or credit memo to an invoice
- [Approve an invoice](/doc/docs/complete-and-approve-an-ap-invoice)
- Unapprove an invoice
- Void or unvoid an invoice
- Complete or unlock an invoice
- Delete an invoice
- Resolve document issues
- [Pay an invoice directly,](/doc/docs/printing-checks) when eligible

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-8HCIC9GS.png?sv=2026-02-06&spr=https&st=2026-10-31T19%3A21%3A25Z&se=2026-10-31T20%3A21%3A25Z&sr=c&sp=r&sig=0Etk0%2F3nw4dt2Ur8uYe6tB%2F7oViMuDDK8lvWvdVf9zE%3D)

---

## Feature Setup

### Permissions

Accounting-permissioned users, Inventory-permissioned users, and users with both permission sets each see a different combination of fields, tabs, and actions on the same form. See [AP Invoice Form Details](/doc/docs/ap-invoice-record) for the permission-by-permission breakdown.

**AP Invoice Full permissions list**

**Accounting:**

- **Accounts Payable** →
  - AP Invoices →
    - View AP invoices Within Accounting
    - Edit AP Invoices
    - Edit AP Invoice Payment Terms & Due Date
    - Create AP Invoices
    - Use Pay Bill
    - Mark Invoices as Paid
    - Assign Missing Items
    - Approve AP Invoices
    - Unapprove AP Invoices
    - Void AP Invoices
    - Unvoid AP Invoices
    - Delete AP Invoices
  - AP Payments→
    - Apply AP Transactions

**Inventory:**

- **Food** →
  - AP Invoices →
    - View AP Invoices Within Food
    - Edit AP Invoices
    - Create AP Invoices
    - Assign Missing Items
    - Complete AP Invoices
    - Unlock AP Invoices
    - Approve AP Invoices
    - Unapprove AP Invoices
    - Delete AP Invoices

These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access).